Practical Implications Of The DHS Final Rule On Electronic Form I-9 Signatures And Storage
On July 22, 2010, the Department of Homeland Security (DHS) published a final rule amending the June 2006 interim regulations relating to signatures and storage of electronic Forms I-9. In light of this final rule, we wish to share with employers who have electronic Form I-9 verifications systems, or those employers who are considering moving to an electronic system, some of the practical implications that the final rule has on using an electronic system for Form I-9 completion and storage.
Employers must ensure that their electronic Form I-9 storage method contains an indexing system that is comparable to a reasonable hardcopy filing system. This standard replaces the former regulation requiring that the system permit searches by any data element in the Form I-9. This deletion allows employers more flexibility in the cataloging of Form I-9 records. Again, the more advanced software systems will generally allow searches by any data field, including the employee name, birth date or Social Security Number. However, some employers may wish to store copies of all Form I-9s electronically in a simple .pdf format without using an electronic software for data entry. So long as these electronically saved images of the Forms I-9 are indexed according to one or more reasonable data fields, the employer will be compliant with this standard. The final rule also makes clear that these records may be stored in a separate Form I-9 file or as part of other employee records.
Can Paper Receipts Result in Carelessly Discarded Personal Data?
Lastly, DHS addressed the requirement that electronic Form I-9 systems be capable of printing a transaction record that must be given to the employee at the time of Form I-9 completion. Commentators in the interim period argued that this requirement fundamentally undermines the conversion to a paper-less system, whereby paper resources are saved and data is safely secured in a centralized, secured location. A transaction receipt akin to a copy of the Form I-9 itself circulates sensitive employee information that could be used for identify fraud. DHS argued that the receipt allows for confirmation of the accuracy of the record and is a proactive defense for employers if errors are later discovered on the form. It is interesting to note that DHS does not require that employees be given a receipt when a paper Form I-9 is completed, even though a paper Form I-9 is perhaps even more vulnerable to error as there are no data checks being performed.
DHS did modify the regulation in part, however, by only requiring that a receipt be provided when an employee requests it. In addition, the receipt need not be issued at the time of the transaction so long as it is provided within a reasonable time, and it may be transmitted rather than printed. Thus, the final rule greatly reduces the burden on employers and company resources to produce a receipt for every Form I-9 that is completed. When requested by the employee, the employer may also send the receipt electronically via secured email, rather than print a paper copy that could be carelessly discarded, misplaced or otherwise fall into the wrong hands. Because the final rule does not elaborate on the type of receipt that must be provided, employers may consider drafting a receipt for company use as an alternative to printing a copy of the Form I-9. A receipt that provides the employee name, date of completion and certification that all information entered was true and correct could satisfy the receipt rule without opening the door to identity fraud and scrutiny of company hiring practices. Like all Form I-9 practices, consistency is crucial, and any policies should be adopted company-wide for all employees.
Robert F. Loughran, Shareholder of FosterQuan's Austin office and has been representing employers in Employer sanctions matters since 1994 including before the Office of Chief Administrative Hearings Officer. He is fluent in Spanish and has studied international and comparative law in Concepción, Chile, and Madrid, Spain. He is Board Certified in Immigration and Nationality Law by the Texas Board of Legal Specialization and currently serves on the Immigration and Nationality Law Board Certification Fitness and Standards Committee. Texas Monthly has recognized Mr. Loughran as a Texas Super Lawyer. He has also been recognized as a Best Immigration Lawyers in America by Chambers USA and is recognized in Who's Who Legal in Corporate Immigration. His practice is concentrated in the areas of corporate immigration, emigration to third countries, and related international law. Mr. Loughran heads the Emigration and Employer Sanctions practice areas of the firm. He presents frequently before legal, professional, and academic organizations on the topics of U.S. and foreign work authorization, employer sanctions, maintenance of status, and changes in government proceedings.
Susan Kelly is an Associate Attorney with FosterQuan, LLP, in its Houston office. Ms. Kelly graduated cum laude from Vanderbilt University, where she majored in Latin American Studies. She participated in educational exchange programs in Salvador, Brazil, and in Guanajuato, Mexico. Ms. Kelly is a graduate of the University of Texas School of Law, where she participated as a Student Attorney in the Immigration Law Clinic. She also received a Texas Law Fellowship for a summer clerkship with Catholic Charities of Dallas Immigration and Legal Services. She has been admitted to the State Bar of Texas and is a member of the American Immigration Lawyers Association. In addition, she is a founding member of the State Bar of Texas Section on Immigration and Nationality Law. Ms. Kelly's practice is concentrated in the areas of employer sanctions and employment-based immigration. Ms. Kelly is a frequent speaker on these topics to various human resources organizations.
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